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Applying for funding

You can apply for funding from Research Councils, your University, industrial partners and numerous other organisations which support public engagement with science and engineering. 

Top tips

  • Start early 
  • Be clear about the benefits funding will bring (to funder and funder's audience)
  • If an organisation is not able to contribute financially to your exhibit, they may be able to lend other resources or expertise
  • Prepare a budget breakdown for your exhibit delivery
  • Build longevity/re-use into your funding proposal
  • Make a point of our thorough evaluation process

Sponsorship guidelines

The Royal Society is very happy for sponsors to have appropriate branding on the stand they are contributing towards, however, please note that product placement on exhibition stands is not acceptable. 

Help from the Royal Society

Exhibitor support and Hardship Fund

The Royal Society has a small fund to assist exhibitors who are unable to obtain institutional or other support for exceptional costs. Those wishing to apply to this fund should email the below information to exhibition@royalsociety.org by Friday 16 February. We cannot guarantee to accommodate all requests if there are large numbers of applications. 

  • A breakdown of the amount requested from the Royal Society and what this will be used for 
  • A breakdown of the full costs of exhibiting (including travel and accommodation) 
  • A breakdown of all funding obtained or requests outstanding 
  • A list of other possible funding bodies not yet approached

Other materials

If necessary, we can supply basic exhibit materials including poster boards and tables, see the logistics page for more details.

Budget breakdown

Exhibitors can spend anything between 5k to over 25k on their exhibits, but spending more doesn't necessarily mean you will have a better exhibit. Below is a summary from 2015 exhibitors regarding their costs. Please be aware this is not what we expect you to spend, rather a guide for the breakdown of certain costs.

Total spend

25% spent £25k 
25% spent £20k - £25k 
32% spent £15k - £20k 
19% spend £10k - £15k
0% spend under 10k 

Rough budget breakdown (%)

40% Exhibit Design and Build 
25% Displays and interactives 
25% Accommodation, travel and subsistence 
10% Freebies, T-shirts, insurance 

Example costs from 2016 exhibitors

Example 1

Exhibit stand 
 £4.8k
 Equipment for demonstration
 £3.5k
 iPad app
 £400
 Video (University)
 £500
 Video (external) 
 £3.3k
 Travel
 £2k
 Accommodation
 £800
 Sweets for handing out
 £500
 Stickers for handing out
 £400
 T-shirts 
 £500
 Plasma rockets sign
 £300
 Static sticks
 £80
 Total  £17,080

Example 2

 Exhibit stand 
 £7.5k
 Interactives 
 £1k
 Accommodation
 £400
 Give aways, leaflets, supporting information
 £4k
 T-shirts
 £600
 Videos
 £2k 
 Miscellaneous
 £3.5k
 Total
 £25,100

For further information, please contact Emma Slater at exhibition@royalsociety.org or on 0207 451 2242

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